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2023-11-21 City Council Agenda Packet - work sessionCITY COUNCIL AGENDA WORK SESSION MENDOTA HEIGHTS CITY HALL COUNCIL CHAMBERS Tuesday, November 21, 2023  5:00 p.m. 1.Call to Order 2.Discussion a.City Donations, Sponsorships and Naming Rights b.Utility Franchise Fees c.City Advisory Commissions d.After the Fact Permit Fees e.2024 City Council Meeting Dates 3.Adjourn Alternative formats or auxiliary aids are available to individuals with disabilities upon request. Please contact city hall at 651-452-1850 or cityhall@mendotaheightsmn.gov. _________________________________________________ City Council Work Session Memo DATE: November 21, 2023 TO: Mayor, City Council and City Administrator FROM: Meredith Lawrence, Parks and Recreation Manager SUBJECT: Parks and Recreation Policies Sponsorship Policy The Parks and Recreation Commission has asked about the possibility of formally receiving funding through sponsorships within the city’s park system and through recreation services provided to the community. Many municipalities provide businesses the opportunity to formally sponsor events by providing monetary funds or in-kind donations. The City of Mendota Heights has engaged businesses over the past few years to support city events and programs, but sponsorships have been created and accepted on a case-by-case basis. Staff is recommending a formal program be developed to ensure sponsorships are in line with City Council priorities and are provided equitably to all interested businesses. The Parks and Recreation Commission has also shown interest in providing businesses with sponsorship opportunities within the park system. Sponsorships in the parks could consist of business banners and signage, which is not as common within municipalities in the Twin Cities. Banners on outfield fences, for example, could provide some financial opportunities to the city, but may not look esthetically pleasing to all. In addition, formal policy regarding what businesses are acceptable to be promoted on a facility used by community members of all ages would be integral to the success of the program. Donation Policy Currently, the City accepts donations via resolution in compliance with state statute and donations range from financial donations to donations of personal property. Donations are received and accepted on a case-by-case basis at the discretion of staff. A formal park bench donation program is in place that allows community members to pay for a portion of the cost to install a park bench within the city’s park system. The Commission has discussed an interest to allow community members to donate other objects that could be placed throughout the park for usage of the public. Naming Policy The City Council has asked staff to create a policy to name public spaces, assets, and parks after community members that have served the city or provided significant contributions to Mendota Heights. An existing policy has been found and staff will work with the Council to determine if the existing policy still meets the desired goals of the program. In addition, the Parks and Recreation Commission has shown interest in a naming policy in regards to individuals paying a certain dollar amount to have a park, facility, amenity, or asset named after them. Staff will outline with the Council the pro’s and con’s of a program like this and seek direction on next steps. Legacy/Community/Special Event Policy Over the past few years, staff has felt the need to draft a Legacy/Community/Special Event policy which clearly outlines the level of service in which the City will provide sponsorship and resources to events that meets specific criteria. A policy like this helps assist event planners and provides staff with guidance in the preparation of operational budgets. ACTION TO BE CONSIDERED Staff will present information to the Council regarding the proposed policies listed above, and seek direction on how to proceed. Attachment: Guidelines for the Dedication of Park Fields and Facilities (1993) _________________________________________________ City Council Work Session Memo DATE: November 21, 2023 TO: Mayor and City Council FROM: Cheryl Jacobson, City Administrator Kristen Schabacker, Finance Director SUBJECT: Utility Franchise Fees BACKGROUND Minnesota Statutes 216B.36 provides that a city may impose franchise fees on gas and electric utilities for the use of public right of way by adopting an ordinance that establishes the fee terms, including structure, collection, schedule and effective dates. Utility franchise fees are common among cities in Minnesota and are another way in which local units of government can pay for specific programs or projects within the city. Once franchise fees are established, utility companies are required to collect the fee. City of Mendota Heights Utility Franchise Fees. The city’s electric and gas utility provider is Xcel Energy. The city’s Gas Franchise and Electric Franchise ordinances were adopted in 2014 and are codified in city code Title 13, Chapters 1-4 (Electric Ordinance 463 and Gas Ordinance 464, approved November 18, 2014). In 2014, the then city council had several discussions about the charging of utility franchise fees which could be used as a funding source to augment or replace the city’s property tax levy. At that time, the city council decided to delay any franchise fee implementation. At the October 17 work session, staff along with Kirstin Sersland, Community Relations Manager with Xcel Energy presented information regarding utility franchise fees and the needed steps to begin collection in 2024. The city council supported the establishment of franchise fees with a graduated flat fee structure to achieve a revenue goal of around $500,000 and directed staff to provide fee scenarios for consideration at a future meeting. Staff has prepared different fee options for both electric and gas franchise fees. These fees provide between $450,000 - $520,000 in revenue annually. ACTION TO BE CONSIDERED At the November 21 work session, staff will provide additional information on fee options and answer questions regarding the process to implement utility franchise fees in Mendota Heights. _________________________________________ City Council Work Session Memo DATE: November 21, 2023 TO: Mayor and City Council FROM: Cheryl Jacobson, City Administrator SUBJECT: City Advisory Commissions BACKGROUND The City’s Advisory Commissions include the Planning Commission, Parks and Recreation Commission, Airport Relations Commission and Natural Resources Commission. At its workshop on November 21, the City Council will be asked to confirm the process for appointments to city advisory commissions. Commission Appointments: Past practice has been to reappoint individuals to advisory commissions, unless a commission member has termed out by serving three consecutive full terms. The following advisory commission members have expiring terms at the end of January, 2024 and can be considered for reappointment: Commission Member Reappointment to Term # Planning Jason Stone Reappointment – 1st full term Patrick Corbett Reappointment -3rd term Parks and Recreation Michael Toth Reappointment – 1st full term Jaffrey Blanks Reappointment – 2nd term Natural Resources Lori Knosalla Reappointment – 1st full term Ted McCaslin Reappointment – 2nd term The Airport Relations Commission will be implementing term limits beginning with 02/01/2024 appointments. Commissioners may serve three four-year terms. The following Airport Relations Commission members are up for reappointment in 2024: David Sloan, Arvind Sharma and William Dunn. The following process and timeline is proposed for appointments to advisory commissions: November 22 – December 6: Notice to members with expiring terms soliciting interest in reappointment December 19: City Council confirms reappointments February 1, 2024: New terms begin Commission Vacancies: If a commission member is not interested in reappointment, the council will need to solicit applications. Additionally, Nissa Tupper has resigned from the Natural Resources Commission effective December 31. This will create a mid-term vacancy. The city council will need to appoint a new member to fill the term which runs through 01/31/2025. The last recruitment for the Natural Resources Commission was open in June, with three applications received. This recruitment resulted in the appointment of Lori Knosalla. If needed, the following process and timeline is proposed for appointments to advisory commissions: December 7 - December 22: Advertise and accept applications for openings Early-mid January: Hold applicant interviews 2nd city council meeting in January: City Council confirms new appointments ACTION TO BE CONSIDERED The council should discuss the process for appointments to city advisory commissions. _________________________________________________ City Council Work Session Memo DATE: November 21, 2023 TO: Mayor and City Council FROM: Cheryl Jacobson, City Administrator SUBJECT: After the Fact Permit Fees BACKGROUND At the November 8 meeting, city council approved an after the fact wetland permit which prompted a discussion about the collection of “fines” in the form of double the permit fee as permitted by city code. ACTION TO BE CONSIDERED Staff will follow-up with the council on the matter and layout the public education and implementation of permit after the fact fees going forward. _________________________________________________ City Council Work Session Memo DATE: November 21, 2023 TO: Mayor and City Council FROM: Cheryl Jacobson, City Administrator SUBJECT: 2024 City Council Meeting Dates BACKGROUND City code provides that meetings of the city council shall be held on the first and third Tuesdays of each month. If conflicts such as holidays occur on a regular city council meeting day, the council may reschedule a meeting to a different day. The proposed 2024 regular city council meeting dates are reflected on the attached calendar. Dates highlighted in purple are proposed city council meeting dates and dates circled in red are holidays or other events when meetings can not be held. Staff have identified the following meeting dates when it may be necessary and/or beneficial to move city council meeting dates: Original Date Proposed Date January 2 January 9 January 16 January 23 March 5 (Presidential Primary) March 6 August 6 (Night to Unite) August 7 November 5 (Election Day) November 6 ACTION TO BE CONSIDERED The council should review the proposed meeting dates and note any known conflicts in schedules. The official city council meeting schedule will be approved at the December 6 city council meeting. September Su Mo Tu We Th Fr Sa 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 1 2 3 4 5 October Su Mo Tu We Th Fr Sa 29 30 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 1 2 November Su Mo Tu We Th Fr Sa 27 28 29 30 31 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 December Su Mo Tu We Th Fr Sa 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 1 2 3 4 May Su Mo Tu We Th Fr Sa 28 29 30 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 1 June Su Mo Tu We Th Fr Sa 26 27 28 29 30 31 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 1 2 3 4 5 6 July Su Mo Tu We Th Fr Sa 30 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 1 2 3 August Su Mo Tu We Th Fr Sa 28 29 30 31 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 January Su Mo Tu We Th Fr Sa 31 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 1 2 3 February Su Mo Tu We Th Fr Sa 28 29 30 31 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 1 2 March Su Mo Tu We Th Fr Sa 25 26 27 28 29 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 1 2 3 4 5 6 April Su Mo Tu We Th Fr Sa 31 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 1 2 3 4 1 Jan. New Year's Day 15 Jan. Birthday of Martin Luther King, Jr. 19 Feb. Washington's Birthday (Presidents' Day) 31 Mar. Easter 27 May Memorial Day 19 June Juneteenth 4 July Independence Day 2 Sept. Labor Day 14 Oct. Columbus Day 11 Nov. Veterans Day 28 Nov. Thanksgiving Day 25 Dec. Christmas Holidays and common observances (United States) 2024 Calendar © Calendar-12.com City of Mendota Heights City Council Proposed 2024 Meeting Dates